Exhibiting at HPBExpo requires planning, but we’re here to make it easy. This guide gives you all the forms, instructions, and resources to prepare efficiently, set up your booth smoothly, and focus on connecting with buyers.

Order forms from our official general service contractor, Freeman, and other approved specialty contractors are available below. Have questions? Visit the FAQs page or contact our Exhibits Team at exhibits@hpba.org.

🧭 Quick Navigation

1. GETTING STARTED
2. RULES, POLICIES & REQUIRED FORMS
3. SPONSORSHIP, MARKETING & STRATEGY
4. FREEMAN OVERVIEW, SHIPPING, DRAYAGE/MATERIAL HANDLING SERVICES
5. BOOTH RENTALS & SETUP SERVICES – FREEMAN & APPROVED VENDORS
6. INDOOR & OUTDOOR BURNING
7. ONSITE SUPPORT
8. SHOW MOVE-OUT
9. NEED ASSISTANCE?

🚀 1. GETTING STARTED

1A. Essential Information

• 1.1 👉Exhibitor General Info
• 1.2 Exhibitor Deadlines
• 1.3 👉Exhibitor Badge Registration
• 1.4 👉Exhibitor Hotel Reservations
• 1.5 HPBA Membership Information
• 1.6 Who to Contact
• 1.7 Exhibitor Newsletter Archive
• 1.8 International Visitors/Letters
• 1.9 FAQs

💡 Tip: Register early for badges to save money and avoid delays onsite.

1B. City & Venue Details

• 1.10 New Orleans Visiting Information
• 1.11 Convention Center Exhibitor Policies & Information
• 1.12 Convention Center Venue Floor Plans
• 1.13 Convention Center Taxi/Rideshare Map
• 1.14 Convention Center Area Parking

📋 2. RULES, POLICIES & REQUIRED FORMS

2A. Regulations & Requirements

• 2.1 Trade Show Rules & Regulations for Exhibiting
• 2.2 Exhibit Space Rental Charges & Terms
• 2.3 Show Policies
• 2.4 Covered or Multi-Level Exhibit Requirements (MCCNO)
• 2.5 Fire Inspector Notice
• 2.6 New Orleans Labor Jurisdictions
• 2.7 👉Insurance Requirements (order temp. insurance below)
• 2.8 Hanging Sign, Aerial, & Theatrical Labor Rules & Regulations (Freeman)
• See Section #6 for Indoor & Outdoor Burning Requirements

💡 Tip: Review Section #10. of the Trade Show Rules & Regulations to ensure booth design is acceptable.

2B. Required Approval & Order Forms

• 2.9 Ancillary Meeting/Event Approval Request Form
• 2.10 Exhibitor Appointed Contractor (EAC) Form
• 2.11 Third-Party Billing Authorization (Freeman)
• 2.12 👉Variance / Hanging Sign / F&B Approval Form
• 2.13 👉Temporary Exhibitor Insurance Order Form
• See Section #6 for Indoor & Outdoor Burning Approval Forms

💡 Tip: Complete insurance, EAC, and burning approvals early to prevent move-in delays.

📣 3. SPONSORSHIP, MARKETING & STRATEGY

Make the most out of your exhibiting experience!

• 3.1 Sponsorship Opportunities
• 3.2 👉New Product Pavilion / Attendees’ Choice Awards Entry
• 3.3 👉Update Exhibitor & Mobile App Listing
• 3.4 Additional Company Listing Order Form
• 3.5 👉Exhibitor Marketing Toolkit
• 3.6 Exhibiting Strategy Checklist
• 3.7 Exhibit Like an Expert – Booth Planning Guide

💡 Tip: Use free tools available in the Marketing Toolkit to announce your participation and maximize ROI.

🚚 4. FREEMAN OVERVIEW, SHIPPING, DRAYAGE/MATERIAL HANDLING SERVICES

4A. Official General Contractor – Freeman

Review important show details and log in to begin placing orders.

• 4.1 👉Freeman Online Exhibitor Login
• 4.2 Freeman Notification Summary
• 4.3 👉Freeman Quick Facts & Show Schedule

4B. Shipping & Drayage/Material Handling Services Overview

What’s the difference shipping and drayage or material handling? We’ve provided an explanation.

• 4.4 Shipping & Material Handling Information
• 4.5 Shipping & Material Handling – What’s the Difference
• 4.6 Shipping & Material Handling Video
• 4.7 Shipping Checklist
• 4.8 Freeman FAQ’s

4C. Shipping/Delivering to HPBExpo

Exhibitors can either ship in advance to the Freeman warehouse, or ship directly to the event according to the Targeted Move-in Schedule linked below.

• 4.9 👉Targeted Exhibitor Move-In Schedule
• 4.10 Targeted Exhibitor Move-In Change Request
• 4.11 👉Advanced Warehouse Shipping Labels – PRINT
• 4.12 👉Show Site Shipping Labels – PRINT
• 4.13 Hanging Sign Shipping Labels – PRINT
• 4.14 “This Side Up” / “Do Not Stack” / “Fabric Backwall” Labels – PRINT
• 4.15 Directions to Freeman Marshalling Yard – For Show Site Shipments
• 4.16 Freeman Transportation & International Shipping Services

💡 Tip: Ship early to the warehouse whenever possible to reduce stress on move-in day.

4D. Material Handling / Drayage

Whether shipping in advance to the warehouse, or delivering directly to the show, shipments will have a Material Handling fee, billed by shipment weight. Alternatively, POVs and Mobile Unit displays can pay a flat rate as outlined below.

• 4.17 👉Material Handling Fees & Capping System – SEE PRICING HERE!
• 4.18 👉POV/Cart Service Rates & Regulations
• 4.19 👉Mobile Unit & Vehicle Spotting Rates
• 4.20 Accessible Storage Information
• 4.21 Priority Crate Return

💡 Tip: Estimate material handling fees prior to the event and budget accordingly.

🛠️ 5. BOOTH RENTALS & SETUP SERVICES – FREEMAN & APPROVED VENDORS

5A. Freeman Rentals & Booth Essentials

• 5.1 Exhibit Packages
• 5.2 Custom Exhibits
• 5.3 Carpet/Flooring
• 5.4 Furnishings
• 5.5 Signs & Graphics | Graphic Guidelines
• 5.6 Cleaning Services
• 5.7 Fire Extinguisher Rental
• 5.8 Frequently Missed Items

5B. Freeman Labor Services

• 5.9 Display, Forklift, Hanging Signs, Aerial & Theatrical Labor Services
• 5.10 New Orleans Labor Jurisdictions

5C. Audio Visual Labor Services

• 5.11 Freeman Production & Audio Visual Services

5D. Utilities & Specialty Vendors

• ⚡ 5.12 👉Electrical – Pricing Review | Ordering Portal
• 💧 5.13 Natural Gas / Air / Water / Drain – Pricing Review | Ordering Portal
• ☎️ 5.14 Telephone – Pricing Review | Ordering Portal
• 🌐 5.15 Internet – Pricing Review | Ordering Portal
• 📲 5.16 👉Lead Retrieval Ordering Instructions
• 🍴 5.17 Booth Catering – Menu | Ordering Portal
• 🧾 5.18 Temporary Exhibitor Liability Insurance
• 🏢 5.19 Onsite Business Center
• 🌿 5.20 Plant & Floral Ordering
• 🔒 5.21 Security for Individual Booths – Submit Inquiry

🔥 6. INDOOR & OUTDOOR BURNING

6A. Indoor Burning

• 6.1 Indoor Burning Request Form
• 6.2 Indoor Burning Requirements
• 6.3 Fire Inspector Notice
• 6.4 Natural Gas Pricing Review | Ordering Portal
• 6.5 Fire Extinguisher Rental (Freeman)

6B. Outdoor Burning

• 6.6 Outdoor Burning Request Form
• 6.7 Outdoor Burning Requirements
• 6.8 Outdoor Cooking Requirements
• 6.9 Fire Inspector Notice
• 6.10 Tent & Canopy Rental Information
• 6.11 Fire Extinguisher Rental (Freeman)
• 6.12 Raw Food Menu | Ordering Portal

🏁 7. ONSITE SUPPORT

• 7.1 Exhibitor Show Schedule
• 7.2 Accessible Storage Information
• 7.3 Lead Retrieval Orders
• 7.4 Business Center & Printing
• 7.5 Freeman Exhibitor Service Contacts
• 7.6 Set-up Safety Checklist
• 7.7 Freeman Service Desk Location & Hours (Coming Soon)

📦 8. SHOW MOVE-OUT

• 8.1 Your Show Move Out
• 8.2 Priority Crate Return
• 8.3 Post-Show Survey / Feedback (Coming Soon)

📞 9. Need Assistance?

HPBA Exhibits Team
exhibits@hpba.org

Freeman Customer Support
US or Canada: (888) 508-5054 | International: 1(817) 210-4869 | WhatsApp: (214) 984-3514

Freeman Shipping Quote
(800) 995-3579 | Domestic: exhibit.transportation@freeman.com | International: international.freight@freeman.com